Report to Mayor and City Council
Tuesday, September 17, 2024
Consent
SUBJECT:
Title
CONSIDER APPROVAL OF AMENDMENT NO. 2 TO EXTEND THE TERM OF THE CONTRACT SERVICES AGREEMENT WITH JAKHER INC. FOR ON-CALL PROFESSIONAL SERVICES TO JUNE 30, 2025, AND INCREASE THE TOTAL CONTRACT SUM AMOUNT TO $148,000 (CITY COUNCIL)
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I. SUMMARY
On January 22, 2024, the City entered into a contract services agreement with Jakher Inc. to provide on-call project management services for the City’s various pavement rehabilitation projects (Exhibit 1). The initial contract term was for one year with a total contract amount of $24,500. After four months into the contract period and extensive dialogue with the consultant, staff determined that the original scope and duties of the project was severely underestimated, and a contract amendment to increase the contract sum by $49,500 was approved on July 17, 2024 (Exhibit 2). With both the contract and subsequent amendment totaling up to $74,000, these agreements were both executed under the City Manager’s authority per Section 2604 of the Carson Municipal Code.
Staff is now presenting a second amendment to the contract (Exhibit 3) to extend the term through June 30, 2025, and to increase the contract sum by $74,000 to allow the consultant to continue to provide the City with the on-call project management services during the extended period, thereby increasing the total contract sum to $148,000 which now requires City Council approval.
II. RECOMMENDATION
Recommendation
TAKE the following actions:
1. APPROVE Amendment No. 2 to the Contract Services Agreement with Jahker Inc. to provide on-call professional services, by adding an additional $74,000 for a new total not-to-exceed contract amount of $148,000.00 and extending the term of the contract through June 30, 2025 (Exhibit 3).
2. AUTHORIZE the Mayor to execute Amendment No. 2 to the Contract Services Agreement with Jakher Inc., following approval as to form by the City Attorney.
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III. ALTERNATIVES
TAKE another action the City Council deems appropriate, and consistent with the requirements of the law.
IV. BACKGROUND
The City’s roadway infrastructure is approximately 245 centerline miles. The condition of each segment of the City’s roadway infrastructure has been evaluated through the Pavement Management Program (PMP). The PMP determines the condition of each roadway segment with a Pavement Condition Index (PCI) number which equates to the type of treatment a roadway shall have. Based on the data collected in 2021/2022 the City’s pavement system is rated to be in Fair condition, with an average PCI of 56.
Improvements to the roadway have been historically conducted by the Department of Public Works Engineering Division through various street improvement projects as part of the annual Capital Improvement Program (CIP). Aside from the improvements to the roadway pavement, this method included simultaneous repairs of curb and gutter to address any drainage (ponding) issues, as well as driveways and accessible curb ramps. On August 1, 2023, the City Council adopted Ordinance No. 23-2307 that amended Section 2612 of the Municipal Code which modified the definition of maintenance work as it pertains to resurfacing of streets and highways. The amendment redefined maintenance for resurfacing of streets and highways at up to two inches (2”), rather than less than one inch (1”) as it was previously defined. The increase to the resurfacing depth of the asphalt pavement provides the option to improve the condition of the roadways at an accelerated rate through a maintenance contract rather than the design-bid-build project delivery method commonly employed by the Engineering Division.
The Public Works Operations Division is now charged with the administration and oversight of the Annual Citywide Pavement Maintenance Program which was conceptualized and instituted by the Director of Public Works. This program was created in response to the City Council initiative to make Carson a destination City and promote sustainable and active modes of transportation. This initiative is also in preparation for the City to host international sporting events, most notably the 2028 Olympic and Paralympic Games in which Carson will be one of the Venue cities. To that end, the City Council awarded four annual paving maintenance contracts for each district within the City of Carson.
The accelerated timeline of the Pavement Maintenance Program exceeds the capacity of the current Operations and Maintenance Division staff to manage these multiple contracts. Similar to the on-call consultants who provide project management services for the various City capital projects, Jakher Inc. works directly with the Operations and Maintenance Superintendent to ensure that the designated streets identified by City staff for pavement maintenance are addressed systematically and all ADA requirements and upgrades are addressed accordingly. Staff recommends Council approve the second amendment to extend the contract term for Jakher Inc. to June 30, 2025, and increase the total contract amount to $148,000 to allow for the consultant to continue to provide project management services for the City’s various pavement maintenance projects.
V. FISCAL IMPACT
Per Article II, Chapter 9.5 of the City’s Municipal Code, any budget transfer within the same City department may be approved by the City Manager, except those transfers involving personnel-related funds. Should the City Council approve staff’s recommendation, a budget transfer will be submitted to the City Manager’s Office, requesting the $74,000.00 needed for this contract amendment be transferred to PW Roadway Maintenance Professional Services Account No. 101-80-840-281-6004 from the following account:
• PW Median Maint Supplies Account 101-80-840-108-6009 ($74,000)
VI. EXHIBITS
1. Contract Services Agreement with Jakher Inc. (pgs. 4-22)
2. Jakher Inc. Amendment 1 (pgs. 23-29)
3. Jakher Inc. Amendment 2 Draft (pgs. 30-34)
Prepared by: Dr. Arlington Rodgers, Jr., Director of Public Works